State of LouisianaNew Orleans 70130

Administrative tasks, scheduling meetings, maintaining conference calendars, customer lists and handling correspondence with key stakeholders, event planning, Assist with clerical duties through the use of powerpoint, excel, google docs, sharepoint, and light graphic design through the use of canva. Check and manage daily mail, including sending out certified letters and FedEx envelopes as needed. Ensure printer maintenance by replenishing paper and ink supply and refilling the machine as required. Facilitate document/email/phone call routing within the organization. Maintain office and conference room supplies and inventory management. Order and maintain inventory for the Riverview Conference Room. Facilitate document/email/phone call routing within the organization. Provide timely and accurate responses to client inquiries via email and phone. Assist with the planning and organization of business events, trade shows, and client meetings and management of conference room schedule. Scheduling and handling logistics of vehicle maintenance. Coordinate between the business development team and other departments to ensure smooth execution of projects. Follow up on various internal requests, IT, maintenance, services related, light project management. Assist in the preparation of presentations, agendas, event coordination.

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Administrative Assistant 5

State of Louisiana
15 semester per week Port of New Orleans, 1350 Port of New Orleans Pl, New Orleans, LA 70130, United States
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Overview

Supplemental Information


ADMINISTRATIVE ASSISTANT 5 POSTING INFORMATION (SUPPLEMENTAL Information)
The Administrative Assistant (AA) will support the Chief Operations Officer  with additional support to business development and operations leaders.  
 
The AA will effectively problem-solve, provide creative solutions, and be motivated by opportunities to leverage technologies and optimize workflow throughout the operations division. This role will work in a cross-functional team environment and will exercise high levels of integrity, customer-service, and excellence.  

The ideal candidate will be structured, accurate, and detail-oriented, work effectively with deadlines, be an excellent communicator, and work with a sense of urgency. The AA will be proactive, work independently, and have a strong sense of discretion and experience working with sensitive information.

Reporting to the Head of Business Development, the Administrative Assistant (AA) will get exposure to every part of the Port’s revenue-generating operations — real estate, rail, cruise, and cargo.  
Characteristics: Proactive, intuitive, self-motivated, organized, detail-oriented, solutions driven, strong excel skills required.

50% Administrative support for the Business Development team
 

  • Administrative tasks, scheduling meetings, maintaining conference calendars, customer lists and handling correspondence with key stakeholders, event planning, Assist with clerical duties through the use of powerpoint, excel, google docs, sharepoint, and light graphic design through the use of canva. Check and manage daily mail, including sending out certified letters and FedEx envelopes as needed. Ensure printer maintenance by replenishing paper and ink supply and refilling the machine as required. Facilitate document/email/phone call routing within the organization. Maintain office and conference room supplies and inventory management. Order and maintain inventory for the Riverview Conference Room. Facilitate document/email/phone call routing within the organization. Provide timely and accurate responses to client inquiries via email and phone. Assist with the planning and organization of business events, trade shows, and client meetings and management of conference room schedule. Scheduling and handling logistics of vehicle maintenance. Coordinate between the business development team and other departments to ensure smooth execution of projects. Follow up on various internal requests, IT, maintenance, services related, light project management. Assist in the preparation of presentations, agendas, event coordination. 

  • Maintain various spreadsheets used by business development team. Customer advisory lists, event planning, commercial travel, conference schedules, hotel rate sheets, maintain business development dashboard through use of hyperlinks etc. 
 20% Travel Coordination, expense reimbursement and invoice management.
 
  • Coordinate efficient travel for business development and executives. Process travel and local expense reports for commercial personnel and manage requisitions. Manage invoices. Manage invoices, membership and sponsorship related to business development. 
 20% Coordinate Business Development related events
 
  • Provide timely and accurate responses to client inquiries via email and phone. End to end planning and organization of business events, trade shows, and client meetings, management of conference room schedule. Coordination of catering, reservations and logistics related to events and customer visits. Greet customers at the front desk to escort them to 3rd floor. Obtain swag items for customers. Meeting follow up, such as sending ppt to attendees.
 10% Business analytics and Sales lead support
 
  • Support Business Intelligence with basic salesforce and excel reporting and analytic needs. 
  • Sales lead generation through use of analyzing report and trade trends and finding point of contact through use of linked in and google search. 
  • Gain a general knowledge of the logistics industry through professional development alongside the business development team. 
   
 Port NOLA offers competitive benefits that prioritize safety, health and wellness for our employees.  Employees have access to the following benefits:
      *   Medical / Dental / Vision Insurance
      *   Health Savings Account (HSA)
      *   Medical and/or Dependent Care Flexible Spending Account (FSA)
      *   Life Insurance options
      *   Long Term Disability Plan
      *   State of Louisiana LASERS state pension program
      *   Deferred Compensation Plan (457 plan) with employer match
      *   Paid Louisiana State Holidays; and paid Annual and Sick Leave
      *   Wellness Center located in Port Administration Building
      *   Ship Shape Wellness Program
 Applicants must have Civil Service test scores for 8500-Office Support Exam in order to be considered for this vacancy unless exempted by Civil Services rule of policy. Applicants without current test scores can apply to take the test .  
 
 To apply for this vacancy, click the "Apply" link above and complete the electronic application, which can be used for this vacancy as well as future job opportunities.  Applicants are responsible for checking the status of their application to determine where they are in the recruitment process.  Further status message information is located under the information section of the Current Job Opportunities page.  
 
 For further information about this vacancy contact:
 Yolanda LaBran
 Port of New Orleans / Human Resources Analyst C
 P.O. Box 60046
 New Orleans, LA 70160
 504-528-3274


 
 
Qualifications

MINIMUM QUALIFICATIONS:

Four years of experience in which clerical work was a major duty.

SUBSTITUTIONS:

Training in a business or clerical-related curriculum in a business school or technical institute will substitute for the required experience on the basis of six months of training for six months of experience for a maximum of one year of the required experience.

Completion of a business or clerical-related curriculum in a business school or technical institute will substitute for a maximum of one year of the required experience.

College training will substitute for the required experience on the basis of 15 semester hours for six months of experience.

NOTE: 

Business or technical school training with less than completion will only be credited in six month increments. Similarly, college training will only be credited in 15 semester hour increments.

NOTE: Any college hours or degree must be from an accredited college or university.

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